Prepayments

Overview

Before using the prepayments functionality, please review the current limitations for this integrator.

The Payables Invoice integrator can be used to Apply Prepayments to Standard invoices and/or Unapply Prepayments from Standard invoices.

  • Applying Prepayments: This process allows you to offset an invoice balance using funds previously paid to a supplier. You can apply prepayments while generating a new invoice or retroactively by downloading an existing one. When successfully applied, the system automatically:

    • Updates the invoice to reflect the paid amount.

    • Reduces the available prepayment amount by the applied value.

    • Adds a prepayment application line, along with its corresponding distributions, directly to the invoice.

  • Unapplying Prepayments: If you need to reverse a previous application or correct an accounting error, you can unapply an existing prepayment. By downloading an existing invoice, you can view all prepayments currently applied to it and reverse them. This action removes the application line from the invoice and restores the funds back to your available prepayment pool.

You cannot apply and unapply prepayments at the same time when creating a new invoice. However, if you download an existing invoice, you can process both apply and unapply actions at the same time. Unapplying always requires an existing invoice that already has prepayments applied to it.

Applying Prepayments

When using the Payables Invoice Integrator to apply prepayments, you can apply multiple standard invoices to the same prepayment invoice (until its funds are fully utilized), or you can split a single standard invoice to apply it across multiple prepayment invoices.

Applying multiple invoices to a single prepayment invoice

Apply the prepayment invoice at the same time you are creating new invoices.

PP create rec1

Applying prepayment invoice to multiple standard invoices

Download existing invoices to apply a prepayment invoice.

PP create pp

Minimum Required Fields

To successfully apply prepayments, ensure your sheet contains the following mandatory fields at a minimum:

  • Business Unit

  • Supplier

  • Invoice Number

  • Invoice Currency

Here’s an example of applying and unapplying prepayments with minimum required columns at Header.

min prepay header

Application Steps

  1. Enter the Upload Action: Locate the Apply Prepayments Upload Action field and set its value to Create. This enables the system to process the prepayment application.

  2. Check Available Funds: Review the Apply Prepayment Available Amount column.

    This is a read-only field that displays the exact amount currently available to apply to the invoice.

  3. Select the Prepayment Invoice: Navigate to the Data Form. Using the List of Values (LOV), locate the available prepayments for your invoice and select the appropriate one. This will populate the Apply Prepayment Invoice Number field. Alternatively, download the invoice to view all available prepayments.

  4. Specify the Invoice Line (Optional): If you need to apply the prepayment to a specific line item rather than the entire invoice, select the target line in the Apply Prepayment Invoice Line field.

  5. Enter the Application Amount: Based on the available funds checked in Step 2, enter the specific value you wish to apply into the Apply Prepayment Application Amount field.

  6. Set the Accounting Date (Optional): If you need the reversal to reflect on a specific date, enter it into the Apply Prepayment Accounting Date field.

    If you leave the Apply Prepayment Accounting Date field blank, the system will automatically default to today’s date.

  7. Upload: Once you have set the upload action against the prepayments you want to applied to an invoice, select Upload > Upload Selected.

Unapplying Prepayments

Just as you can apply funds, the Payables Invoice Integrator can also be used to unapply existing prepayments from an invoice if you need to reverse a previous application.

Minimum Required Fields

To successfully unapply prepayments, ensure your sheet contains the following mandatory fields at a minimum:

  • Business Unit

  • Supplier

  • Invoice Number

  • Invoice Currency

Unapplication Steps

  1. Download the Existing Invoice: First, download the existing invoice to your sheet. This allows you to view a list of all prepayments that are currently applied and available to unapply.

  2. Enter the Upload Action: Locate the Unapply Prepayments Upload Action field and set its value to Create against a prepayment value in Unapply Prepayment Invoice Number to identify the prepayment you want to unapply.

  3. Specify the Invoice Line: Line number is required when unapplying prepayments, so ensure that Unapply Prepayment Invoice Line is populated.

  4. Review the Applied Amount: Check the Applied Amount column. This indicates the exact amount of the selected prepayment that is currently applied to the invoice.

  5. Set the Unapply Prepayment Purchase Order (optional): If a Purchase Order exists for a prepayment, enter the value into Unapply Prepayment Purchase Order.

  6. Set the Accounting Date (Optional): If you need the reversal to reflect on a specific date, enter it into the Unapplication Accounting Date field.

    If you leave the Unapplication Accounting Date field blank, the system will automatically default to today’s date.

  7. Upload: Once you have set the upload action against the prepayments you want to unapply, select Upload > Upload Selected.

    PP create up1